Meeting Planner

Job Description

Job Description

Meeting Planner

St. Louis, MO

Job Description

This role supports the planning and execution of small to large-scale corporate meetings and convention-size events. You will manage key aspects of the event lifecycle, from sourcing and contracting venues to coordinating registration, housing, transportation, and on-site logistics. Working closely with program managers and cross-functional partners, you will help bring leadership’s vision to life while ensuring events are delivered on time, within budget, and to a high professional standard.

Responsibilities

• Manage all aspects of the meeting and event planning process, including sourcing, contracting, planning, on-site execution, registration, food and beverage, transportation, and budget tracking.
• Support managers with small to large-scale meetings and convention-size events, acting as an assistant throughout the full planning lifecycle.
• Oversee the sourcing process by reviewing sourcing results, verifying meeting and event space, and confirming that venue options meet program requirements.
• Assist with contract review by identifying key requirements, summarizing terms, and reporting contract details to the program manager or relevant stakeholders.
• Follow up with catering and food and beverage providers to ensure menus, quantities, timelines, and special requirements are clearly communicated and confirmed.
• Coordinate event signage as needed, including planning placement, content, and production timelines to support wayfinding and branding.
• Assist with registration and housing by coordinating registration needs, managing attendee data, and supporting the design and execution of registration processes.
• Assist with hotel rooming lists and accommodations, ensuring accurate, timely room assignments and special requests for attendees.

Essential Skills

• Minimum of 3+ years of experience planning meetings and events.
• Proficiency in MS Office, particularly Excel, Outlook, Word, and PowerPoint.
• Strong written and verbal communication skills, with the ability to communicate clearly with internal and external stakeholders.
• Ability to collaborate effectively with all levels of the company and cross-functional partners.
• Strong attention to detail, with a focus on accuracy in planning, documentation, and execution.
• Demonstrated delegation, organizational, and time management skills to handle multiple projects simultaneously.
• Ability to manage multiple projects, set priorities, identify and address problems, meet deadlines, and maintain budgets.
• Ability to respond effectively to changing demands and adapt plans as needed.

Additional Skills & Qualifications

• Experience managing the full lifecycle of conventions, meetings, and events, from understanding management’s vision through to execution.
• Creative problem-solving and analytical thinking skills to develop effective event solutions and troubleshoot issues.
• Experience developing scopes of work and compiling rationale to support recommendations for selected venues and vendors.
• Ability to develop and present clear, data-informed recommendations for venues, vendors, and event formats.
• High work ethic with a “whatever it takes” mentality to ensure successful event delivery.

Work Environment

This is an in-office role that operates during regular business hours, providing a structured and collaborative work environment. The position supports a high-volume corporate event planning function, offering exposure to complex, large-scale meetings and conventions and the opportunity to gain high-level experience in a dynamic corporate setting. Event activity is increasing, creating a fast-paced environment with significant interaction across internal teams, vendors, suppliers, and customers. Travel is required approximately 20% of the time.

This is a Contract to Hire position based out of Saint Louis, MO.

The pay range for this position is $25.00 - $33.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Saint Louis,MO.

This position is anticipated to close on Jul 23, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.